Administrative Officer at The French Red Cross

The French Red Cross is looking for an Administrative Officer to be based in Jakarta on a 12-month contract.

Position: Administrative Officer (AO)
Nationality: Indonesian
Reporting: The AO will report directly to the DM Program Coordinator
Purpose: The AO will provide administrative, accounting and operational support to the DM Program Team
Location: Jakarta
Duration: 12 months

General tasks
§ Performs general office/secretarial duties autonomously
§ Drafts, types and translates letters/documents
§ Implements daily cash payments and other operations under supervision
§ Handles bookkeeping, processes financial data on computer, provides month-end closing and reports mainly autonomously
§ Ensures respect of financial procedures and guidelines, reports any irregularities immediately
All tasks are done under the supervision of the Program Coordinator

Accounting
· Responsible for clearing off, reconciliation and processing the working advances internally and with external partners;
· Advise the Program Coordinator on the status of above working advances/ cash requests on a monthly basis;
· Be responsible to record payments on a daily basis and ensure the availability of funds in the account at any time;
· Check for the validity of invoices (attached approvals and authorizations) before processing the sending of payment and/or receipt of payment;
· Arrange for timely receipt and/or sending of payments/reimbursement and financial reports to and from counterparts from partnering organizations;
· Update the planning of payment when a new contract/Terms of Reference has been signed or when Program Coordinator validates the change of the workplan in effect;
· Give advances to program staff upon validation of Program Coordinator and ensure their proper return;
· Hold an accounting journal of the payments. Put accounting codes and CRF codes for each payment;
· Entry the data/journal for SAGA system in collaboration with the Admin/Log Officer of the base. Give weekly to the Program Coordinator a print of the journal updated and the inventory of the cash box;
· Be responsible for making the photocopies and archiving accounts before sending the originals bills;
· Ensure compliance of financial reporting of partners (French government, BAKORNAS, SATKORLAK, PMI, etc).

Operations Support
· Organise the local and overseas trip relating to program related missions (Tickets and accommodation bookings)
· Schedule the arrival and departure of program staff
· Negotiate and secure competitive rates of facilities rent and purchase for program activities.
· Arranges reservations of facilities and logistical needs for program related activities (hotels, transportation)

Training
· Elaborate administrative guidelines to be followed with partners for the smooth implementation of the activities;
· Participate to coordination and budget meetings with partners and provide briefings / guidelines as required;
· Organize trainings for administrators of partnering organizations as requested by the programme implementation;

Required skills
· Abide by and work in accordance with the FRC principles
· Trustful person
· Previous similar work experience: experience of preparing and monitoring budgets, ensuring timely reporting and knowledge of Indonesian contractual systems;
· Good computer skills
· Good communication skills, fluent English, French a plus
· Accounting/Administration diploma, S1 graduate preferred
· Minimum of 2 years accounting experience
· Experience of working in international organizations preferred

Please submit your application (motivation letter + resume + photograph) under reference "AO J00" to: crf.indo.recruitment@gmail.com (not more than 150 kb) or by mail to FRC Office Jl. Mojopahit No. 69C (Simpang Nyak Makam), Medan 20153. Write the title and position code as the email subject or on the top left hand corner of the envelope. Only applications in English and short listed candidates will be notified. Applications submitted after January 11, 2008 will not be considered.